FUNDS

The Finance Department administers AMS funds that are available to assist students, clubs, and constituencies with innovative projects. All AMS fund applications are available online through AMS Clubhouse, accessed using your CWL. Please note, in order for the applicant to receive the fund if approved, the applicant will have to provide us with:

A detailed final report that outlines the impacts of your project, as well as a final budget

Copies of receipts, invoices etc, that total to at least double the amount of funding you were approved for.

AMS Funds

There are 6 funds administered directly by the AMS, listed in the table below. Clubs are also able to acquire loans from the AMS if their budgets are temporarily experiencing, or will soon experience, a deficit.

Application Process

In order to apply for AMS funds, applicants must fill out the relevant forms. The application forms for the Clubs Benefit Fund, Competitive Athletics Fund, Constituency Aid Fund, Campus Culture & Performance Fund, and Short-term Loan Application can be found on Clubhouse. Please note, for clubs to have full access to all of Clubhouse features such as forms, a club must possess AT LEAST 2 “Group Leaders”. Once a club has two Group Leaders, the Group Leaders will have access to club forms through their group’s main page. On the main page of a group, Group Leaders have to click on the “Manage” button located on the upper right side of a club’s home page. This will take them to another dashboard, where on the left side there will be a panel with an option to access “Group Leader Forms”.

Applications to the Student Initiatives Fund and the Sexual Assault Initiatives Fund can be carried out by clicking on the link in the table below. Applications to the Sustainability Projects Fund can be submitted by contacting sustainadmin@ams.ubc.ca.

Fund applications require a preliminary budget; it is essential that both club and student fund submissions utilize the AMS Finance Department approved template, which can be found on the AMS website at the following link: http://www.ams.ubc.ca/clubs/operating-a-club/club-files/ or on Clubhouse under ‘Club Files’.

After submission, applications are reviewed at the bi-weekly Fund Committee meetings. If an application is approved, the applicant will be contacted and requested to provide final submission documents. If a club fund/grant, the Final Report Submission must be carried out on AMS Clubhouse. The Final Report Submission Form can be found in the same place as the fund applications.

The documents required are an event report detailing the outcome and implementation of the project (project successes, things accomplished, difficulties experienced, etc.) along with a final budget and expenses report (utilizing the aforementioned budget template). These must be accompanied by a single PDF document containing copies of all invoices/receipts relating to costs listed in the final budget. The monetary sum of the invoices/receipts must total to at least double the amount of funding you were approved for (as the AMS covers half of the project’s OUTSTANDING costs [Total Revenue – Total Costs]).

In order to expedite the reimbursement process, line items within the final budget should be easily matched to individual receipts within the PDF document, so as to make reconciliation of expenses easier for the Funds and Grants Administrator.

*When filling out the “Sample Budget Template for Funds and Grants Applications”, either for an initial fund application or for the Final Report Submission, please DO NOT include the funding for which you are applying.